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Meeting Minutes and Financials>
BOARD OF DIRECTORS MEETING MINUTES
Feb 16, 2006 --
ARAPAHOE ESTATES SUBDIVISION
BOARD OF DIRECTORS MEETING MINUTES
February 16, 2006
1. CALL TO ORDER
The regular meeting of the Arapahoe Estates Board of Directors Meeting was held at the SG Plaza Building 2305 Arapahoe Road. President Lynn Johnson called the meeting to order at 7:10 PM.
Board Members Present: Lynn Johnson, Peggy Kent, Lorelle Grazis, David Robinson, John Torrey, Mindy Dunbar and Kathy Mashek. Also present was Virginia Bray, Association Manager. Lance Chayet and Jason McKesson were not able to attend the meeting.
Others present: None
2. HOMEOWNERS OPEN FORUM
No owners were present
3. APPROVAL OF MINUTES
A. December 1, 2005-It was motioned, seconded, (David Robinson/Kathy Mashek) (DR/KM) and the motion carried, (MSC), to accept the minutes as submitted.
4. FINANCIAL REPORTS
A. November 30, 2005, December 31, 2005 and January 31, 2005 Financials were reviewed by the Board. It was MSC DR/MD to accept the financials into this record.
B. Delinquencies-The Board reviewed the report from Springman and Braden.
C. Review Invoices and Sign Checks-Completed.
D. James Moore and Associates, CPA-The Board reviewed the proposal from James Moore for the preparation of the 2004/05 Taxes and either an audit or review of the financials. According to SB 05 100, Arapahoe Estates does not meet the requirements of Section 13, Article 1-2 & a. – b. that requires associations to have audits or reviews. Therefore the Board is choosing to have a financial compilation prepared in order to provide owners with disclosure information for perspective purchasers. It was MSC MD/PK to accept the proposal from James Moore for the preparation of the Associations taxes for $250.00. It was also MSC to pay James Moore up to $400.00 for the preparation of the compilations.
5. COMMITTEE REPORTS
A. Architectural
1. No Report
B. Landscape
1. Virginia reported that upon further review of Stonecreek and Keesen’s proposals for planting new trees, Keesens’ bid was lower than Stonecreeks bid. Virginia will contact Ron and Curt to confirm prices for the 2 1/2” BB trees and whomever is lower, the contract for planting 3-2.5” caliper Purple Ash will be planted in the greenbelt between E. Euclid Avenue and E. Euclid Place. In addition 2.5” Crabapple trees will be planted in the same greenbelt. On 2.5” Cherry tree will be planted in the greenbelt at S. Garfield and E. Euclid Ave.
2. Virginia reported that Stonecreek has completed the pruning and removal of broken branches per their contract. The three Russian Olive trees along the west Arapahoe Road fence line have been pruned to the branches do not hit the new fence. The cost for removal was in excess of $1,500.00; versus pruning for $550.00. The large Cotton Wood on S. Jackson was removed. The tree stump and roots will be removed in the near future. During a site inspection, Virginia noted that there are still trees that were damaged by the wind storms that were not in the original bid but they need to be pruned. It was MSC KM/MD to approve up to $2,000.00 for pruning, tree removal and stump grinding of trees on S. Jackson and a large Cotton Wood in front of two townhomes.
B. Web Site-Lorelle reported that she has updated the web site and she submitted a written recommendation for adding contractor information on the web site. The Board reviewed her recommendations and agreed that a presentation should be given to owners at the annual meeting. Lorelle will prepare the presentation.
6. MANAGERS REPORT
A. Unfinished Business
1. Fence Replacement Project:
a. Stonecreek Estimate for Remaining Tree Damage-It was MSC MK/MD to approve up to $2,000.00 for Stonecreek Tree Company to finish cleaning up the dangerous limb hangers in trees throughout the property.
b. The 8’ fence posts: no information has been received from Lance.
c. Fence Line Grading-No action
d. The owners of 3658 E. Euclid were sent a letter informing them of the problem with trees on their lot that are leaning or hitting the new fence. The owner called and staff arranged to have Lance meet with them to see what the problem is. Lance has not updated Virginia with a progress report.
2. SB 05 100-New State Statute-Staff handed out the draft of the seven (7) resolutions prepared by Powers Phillips. The matter will be discussed at the April 2006 Board meeting.
3. Duplex Owners-Walkthrough Report and Requests-No action
B. New Business
1. 2006/07 Annual Operating Budget-The Board reviewed the preliminary budget worksheets prepared by management. In order to meet the increases in water costs, it was MSC JT/DR to increase the monthly maintenance assessments to $70.00. Staff will make the adjustments to the budget as directed by the Board and the new budget with a cover letter will be sent out with the next monthly maintenance billing.
2. 2006 Annual Membership Meeting-The Board reviewed the preliminary annual meeting packet information. Mindy Dunbar will revise the Annual Notice and e-mail it to Virginia to include in the mailing. The Annual Meeting will be held on March 16, 2006, at 7:00 PM at the Salvation Army Chapel.
3. 2006 Keesen Landscape Maintenance Proposal-It was MSC MD/DR to approve the contract for 2006 Landscape Season.
4. Arapahoe Estates Water District-Board members discussed how to get the AEWB to provide the association with an annual financial report.
7 OTHER CORRESPONDENCE AND COMMUNICATIONS
8. NEXT MEETING DATE AND ADJOURNMENT
The next regular Board Meeting will be held in April, 2006 at the SG building, address noted above. There being no further business before the Board, the meeting adjourned at 9:30 P.M.
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Board Member Date
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